Session Preferences | Search | Check-In of Paper Issues | Check-In
Problem Resolution | Check-In Notes | Supplements and Indexes | Delayed
This documentation is intended for students and staff who will be checking in periodicals through the Acquisitions module.
Set session preference according to Acquisition Sessions Preferences document.
- Click on the yellow Serials Check-In icon.
- Search by Check-In Title or by ISSN.
- Click Check-In to display the record.
- To start a new search, click Start Over.
- If the search does not display any records, give title to supervisor.
- When multiple titles are displayed:
- Close Check-In Note, if present.
- Look for the record with the correct periodical information listed under the call number column.
Check-In of Paper Issues
Always look first at Check-In Notes for special instructions. See Check-In Notes section.
- Verify that the Title (not the component name) appears on your piece.
- The physical issue in hand should correspond to the numbering information that is in the Expected Issue field.
- The expected issue will be highlighted in the Issue(s) In Hand field.
- Click Quick Check-In, when there is a match. When there is not a match, see Problem Resolution section.
- After issue(s) has been received, place appropriate received stamp on front or back cover. DO NOT place stamp over important text or pictures.
- For Fondren, Science, and Hamon: Use the appropriate date stamp. In pencil, place a right angle ( |_ ) around the first letter of the first word that the journal is shelved as. Place a security strip in the issue. If Shelved As Note present, write the Shelved As title next to the date on the stamp.
- For Fort Burgwin, CMIT, and ISEM: Use the appropriate date stamp. In pencil, place a right angle ( |_ ) around the first letter of the first word that the journal is shelved as.
- For DeGolyer: DO NOT APPLY ANY LABELS. In pencil, place a right angle ( |_ ) around the first letter of the first word that the journal is shelved as.
- After issue(s) has been processed.
- For CMIT, DeGolyer, Hamon, and ISEM: Place in designated mailbox.
- For Fondren and Science: Place in mail buckets for delivery.
- For Fort Burgwin: Place on designated bookshelf or mailbox.
Check-In of Microforms
Microforms include: Microfilm and Microfiche.
- Search by Check-In Title.
- Select Add Issue or select Change Issue.
Add issue(s) as appropriate, or change issue(s) as appropriate.
- After additions have been made, click Add Issue. Or, after changes have been made, click OK button.
- Click Quick Check-In.
- Click History. Highlight piece(s) just received. Click Display In OPAC button.
- Close Check-In Note.
- Click Holdings. This displays Link to Holdings window.
- Click MARC. The Holdings Record for the title will display.
- Record the most current piece on the Holdings Record in the last 866 field.
- Save Holdings Record after updating.
- Close Holdings Record. Go back to Acquisitions module.
- Close Link to Holdings window. Go back to Serials Check-In.
- Place appropriate received stamp on piece. Place security strip on piece.
Send all duplicates to bindery staff member with post-it note labeling 'duplicate'.
Physical Issue in hand is not the next "expected issue."
- Select appropriate issue from the Issue(s) In Hand field by highlighting it.
- Check in issue.
Claim any issues that are not checked in by the time the next “expected issue” arrives.
- Check periodical current shelves for missing issue.
- When missing issue is on the shelf, check in the issue.
- When missing issue is NOT on the shelf, claim the issue. See Claiming of Continuations document.
Check for instructional notes that indicate editing the pattern in the Check-In Note.
Note: The Check-In Note will always display on the screen unless you close it
To edit the pattern as instructed:
· Select the appropriate issue to be changed from Issue(s) In Hand field.
· Click Change Issue. Edit issue as instructed.
· Click OK button. Check in issue.
"Bind [x] volumes (years, months, or issues)"
- Receive the first issue of the new volume (month, year).
- Click History.
- Highlight all previous issues to be bound per binding note.
- Click Display In OPAC button to change bound issues to 'No'.
- Close Check-In Note.
- Click Holdings button.
- Click MARC button. The Holdings Record for the title will display.
- Move bound issues by editing the Holdings Record in the last 866 field.
- Save Holdings Record after updating.
- Close Holdings Record. Go back to Acquisitions.
- Close Link To Holdings window. Go back to Serials Check-In.
- Place binding information on Bindery Alert flag.
- For Science, use fluorescent pink binding flag.
- For all other libraries, use gold binding flag.
- Include ‘Bind With Index’ or ‘Bind With Supplements’ note when indicated in the Check-In Note.
- Place Fondren and Science binding flags in Periodicals Binding Workroom mailbox.
- Insert all other binding flags in the journal.
"Latest [x] years (months) retained"
- Check in issue in hand.
- Display most current issue only.
- Click History. Highlight previous issue.
- Click Display In OPAC button to change previous issue to 'No'.
- Fill out orange Superseded Issues flag with appropriate information as needed (when first issue of new year is received, etc.).
- Retention rule: “Latest 1 year retained” means keep at least one complete year. For example, when 2011 issue arrives, send discard flag for 2009 issues.
- For Fondren and Science: Send Superseded Issues flags with processed periodicals (paperclip the stack and place on top of mail bucket).
- For Hamon: Send Superseded Issues flags to Hamon Circulation Supervisor.
- For other libraries: Place Superseded Issues flag in periodical issue
"Recent issues retained until microform arrives"
- After microform is checked in, place orange Superseded Issues flag in piece. Indicate print issue(s)/volume(s) to be discarded.
- Close microform record.
- Open record for paper issues.
- Change paper issues that are being discarded to ‘no’ on ‘Display in OPAC’ in History.
Supplements and Indexes
See Check-in of Material Received as Continuations documentation.
- Place library-received stamp on all supplements and indexes EXCEPT for DeGolyer titles.
- Place supplements together with the appropriate journal.
- Write note "Includes Supplement" on the label for the regular issue of the journal.
- Write note “Supplement to” along with Journal name and issue on the supplement issue.
- Insert yellow Index flag in all indexes.
- For Fondren and Science libraries: Place indexes in Periodicals Binding Workroom mailbox.
- For Hamon: Send Indexes to Hamon Circulation Supervisor
Last updated 06/27/2013